What and where is my UWA profile?
Profiles in the UWA Profiles and Research Repository are the sole, authorised public profiles for UWA staff. They enable access to comprehensive and up to date information about research, teaching activities, professional expertise and outputs.
A profile has been established for all UWA research and teaching staff. Any UWA academic or professional staff member who does not have a profile in the UWA Profiles and Research Repository can request one by emailing firstname.lastname@example.org.
I'm an HDR student. How do I activate my UWA profile?
UWA profiles are available to current UWA HDR students upon request. This includes PhD, Masters by research students and Masters by theses and coursework students where the research component is more than 66%. Profiles will be disabled once a student completes their course or leaves the University. To request a profile, HDR students should follow these steps:
1. Request a profile by emailing email@example.com.
2. Activate and link an ORCID iD to their profile. ORCID® provides researchers with a globally unique iD and ORCID profile that can be used throughout their scholarly career.
a. To create a new ORCID® iD, you can register for one through your profiles in the UWA Profiles and Research Repository. The two profiles will automatically be linked and new publications will be exported to your ORCID® record when they are added to the Repository. Registration for an ORCID® iD is free. Follow the instructions in the PDF below on how you can create an ORCID® iD.
Create an ORCID iD [PDF 459KB]
b. If you already have an ORCID® iD, follow the instructions in the PDF below on how you can connect your ORCID® iD to your profile in the UWA Profiles and Research Repository.
Connect an existing ORCID iD [PDF 484KB]
3. Once you have completed these steps, your profile will be made available in the Repository (allow 1-3 business days).
4. In these FAQs you can also find information on updating your profile information, and adding research outputs and datasets to your profile.
To appear as an HDR student in your profile, follow the instructions in the PDF below.
I'm an HDR student. How do I indicate this in my profile? [PDF 331KB]
How do I add a good photo to my profile?
A photo is essential to ensure the professional look of your profile. Profile photos look best when they:
- Are from the waist up
- Show a 3/4 profile
- Have a simple background
- Limit shadows and direct sunlight
The UWA Profiles and Research Repository accepts files in JPG, PNG and GIF formats, with a maximum of 1024kb. You may like to consider engaging a photographer to take one of you. If you had a profile photo in the UWA Staff Profile in the Contact Directory, this will have been transferred to the UWA Profiles and Research Repository. You can edit this if you wish.
To add a photo to your profile, follow the instructions in the PDF below.
Add a photo to your profile [PDF 288KB]
Which profile fields are synchronised from other systems and how can I change them?
A number of fields within your profile in the UWA Profiles and Research Repository are automatically entered from the UWA HR system and Alesco.
These appear in your top level introduction on your publication staff profile:
You can see which fields are synchronised with other systems as they appear with a circular arrow beside the edit option within the field type:
In order to update any of these fields, you will need to update your details in ESS or contact HR:
Prior to February 2022, some contact information was synchronised to the Repository from the UWA Contact Directory. The previous UWA Contact Directory has been decommissioned, and the UWA Repository now draws data from UWA’s HR system, ESS. For detailed FAQs about this change, please see Changes to your UWA Profile following Contact Directory decommissioning.
Higher Degree by Research (HDR) students need to contact the Student Administration (this can be done in person at the Student Central Building), or submit an askUWA request if they need to make changes to their title or to their name (supporting documents should be provided). After the PhD completion the titles will be automatically updated to 'DR' in the Student Management System.
HDR students can add contact details in the Repository, please see the FAQ 'I'm an HDR student. How do I add contact details to my Repository profile?' below for instructions.
I have two position titles appearing in the Repository, how do I select my primary role?
Position titles in the UWA Repository are synchronised from the UWA HR system, Alesco and cannot be directly edited in the Repository.
If you hold multiple positions at UWA, you can select your primary role to display first in the UWA Repository.
How do I update my Personal Profile area, including my biography, professional background and education and qualifications?
Your Overview tab within your public profile allows you to present a range of information about yourself under a broad Personal profile heading.
- The left side of the profile contains free-text content arranged under a series of headings that you can select from to describe your research, teaching and professional background.
- The right side of the profile displays your education and qualifications, positions outside of the University and your areas of expertise.
To update your biography, research, teaching and professional background, follow the instructions in the PDF below.
Update your Personal Profile section [PDF 459KB]
To update your education, qualifications and positions outside the University, follow the instructions in the PDF below.
Add your education and qualifications [PDF 447KB]
Don't forget, when writing a biography, consider the following:
- Job titles are great but remember not everyone is going to know what they mean. Where you give a position title, it's useful to qualify it with a brief explanation of the role.
- Avoid writing lists of accomplishments or previous jobs - that is more the realm of a resume.
- Remember to try and keep things conversational.
- Avoid acronyms, unless they are very well known such as ABC, HBF, CNN etc.
- Keep an eye on length. Less can often be more!
- Foremost, consider your audience - who is reading this and what do they need to know?
How do I add teaching units to my profile?
You can add current UWA Teaching units to your profile. They will display under the Units tab on your public-facing profile.
It is recommended that you update your profile each Semester to remove units that are no longer running.
Students are not able to add teaching units to their profiles.
To add UWA Teaching units to your profile, follow the instructions in the PDF below.
Adding your teaching units [PDF 390KB]
How do I link to my personal homepage, social media and other profiles?
The UWA Profiles and Research Repository allows you to add a number of social media or personal links to your profile. To add these links, follow the instructions in the PDF below.
Linking social media and other profiles [PDF 341KB]
What is a Fingerprint and how is it generated?
The UWA Profiles and Research Repository uses a Fingerprint tool to create a weighted index of terms to describe your areas of expertise. It is based on information contained in your profile, including the titles and abstracts of your publications. These terms form a Fingerprint which highlights your subject interests.
If you have any publications in the UWA Profiles and Repository, by default these terms will be visible on your public profile under the Fingerprint tab.
The Fingerprint can be amended or removed entirely.
To add terms to your Fingerprint, follow the instructions in the PDF below.
Add terms to your Fingerprint [PDF 261KB]
To remove terms from your Fingerprint, or to turn off the entire Fingerprint feature, follow the instructions in the PDF below.
Remove or turn off Fingerprint [PDF 366KB]
How do I add keywords to my profile?
By adding Industry and Research Expertise keywords to your profile, you can ensure that your research interests are meaningfully described and discoverable. These keywords will appear under the keywords section of your public profile and will be searchable using the free-text search option on the UWA Profiles and Research Repository homepage.
To assist with the identification of academic staff for specific industry audiences, the University’s Business Development and Innovation (BDI) team has developed a list of Industry keywords for use on profiles. You can select appropriate industry keywords from the list provided or seek guidance from the BDI team members in your Faculty. To add industry keywords to your profile, follow the instructions in the PDF below.
Add industry keywords [PDF 499KB]
Research Expertise Keywords
Choose your own keywords to describe your expertise. To add Research Expertise keywords to your profile, follow the instructions in the PDF below.
Add research expertise keywords [PDF 445KB]
Using a Fingerprint tool, the UWA Profiles and Research Repository automatically generates keywords for any staff member who has publications or prizes in the Repository, or who describes their research in the Research field of their profile. See the FAQ on fingerprinting 'What is a Fingerprint and how is it generated?' to check that the terms on the Fingerprint tab of your profile accurately reflect your research interests. You may omit terms or turn the Fingerprint off if it does not work for you.
How do I add engagement/activities, prizes/awards (including in-kind awards) and press or media information to my profile?
Engagement/Activities, Prizes/Awards, and Press/Media are all content types you can add to your public profile. Each content type will appear as a separate tab in your profile. You can create links from these records to other related information in your profile, such as an award or related research output.
To add engagement/activities, prizes/awards or press/media to your profile, follow the instructions in the PDF below.
Adding engagement/activities, prizes/awards or press/media [PDF 613KB]
How do I add an Impact to my profile?
Please contact the Research Impact Office (firstname.lastname@example.org) for advice on what types of information should be included in an impact record.
How do I add a title or academic degree to my profile?
Staff titles are synchronised from the UWA HR system, Alesco. Higher Degree by Research (HDR) students' titles are synchronised from studentConnect.
You can also add additional titles and academic degrees (including post-nominals). These will display under your name on your public profile.
To add additional titles and academic degrees, follow the instructions in the PDF below.
Add title or academic degree [PDF 332KB]
How do I switch off the display of metrics or the collaboration map on my profile?
The UWA Profiles and Research Repository displays metrics for any of your publications listed in the Scopus or Web of Science database that are included in your profile.
The metrics displayed are:
- Citations – the total number of citations for your publications in the Scopus or Web of Science database. Whichever is the higher total citation count will show on your profile, and you can hover your mouse over the number to see the source.
- H-index – Based on the citations received for your UWA Research publications in Scopus or Web of Science. Whichever is the higher h-index will be the one that shows on your profile, and you can hover your mouse over the number to see the source.
- A collaboration map using co-authorship data from publications in your profile is also displayed.
Citations, H-index and the collaboration map may be turned off if they are not appropriate for your profile using the instructions below.
Switch off the display of metrics [PDF 324KB]
Why are the citations and h-index on my profile different to those in Scopus, Web of Science, and Google Scholar?
UWA Profiles and Research Repository calculates your h-index by retrieving citation counts from Scopus or Web of Science for the publications added to your profile. Whichever h-index is higher on your Scopus and Web of Science profiles will show on your profile, and you can hover your mouse over the count on your profile to see the source of the h-index.
If you notice a difference in the h-index between systems this is because although there is a large overlap in their coverage, Scopus, Web of Science and Google Scholar have some variation in the journals they index.
If there is a discrepancy between the h-index on your Profile and your h-index on Scopus or Web of Science, it is likely that not all your publications have been added to the UWA Profiles and Research Repository. Follow our instructions to add any missing publications. The UWA Profiles and Research Repository will then re-calculate your h-index. This will be updated on your profile after every weekend.
If you do not wish for citation counts and the h-index to be displayed on your profile, they can be switched off by following the FAQ above 'How do I switch off the display of metrics or the collaboration map on my profile?'.
For additional information about the h-index please visit the Library’s Citations, Altmetrics and Researcher Profiles guide.
How do I add Grants information to my profile?
Grants that are administered by UWA, and therefore recorded in ROAP are pulled across automatically into the UWA Profiles and Research Repository, and will display on staff profiles. Staff can now choose to enter externally funded grants into ROAP and these will be automatically pulled across into the Repository. This information cannot be edited and is updated from ROAP nightly.
Grants which are not synchronised from ROAP, including student grants can be described in the Funding overview section found in the Overview tab of your public profile. See the attached instructions on how to edit this area of your profile [PDF 458 KB].
The information in my Grants tab is incorrect. How do I fix it?
Data displayed in the Grants tab of your profile come from Research Online Application Portal (ROAP), and will need to be amended by contacting the Office of Research’s Post-Award team: email@example.com. If the information displayed in the Funding Overview section of your Personal profile is incorrect, see the following instructions on how to edit this area of your profile [PDF 458 KB].